Calendar

 

Overview

Your organization most likely is constantly scheduling events at your campus. The Calendar module allows you to alert your visitors of all the happenings at your organization.

Calendars are added to and can be accessed via the navigation in your site. The "pages" that house the calendars are populated on the fly. This means that although you can create events and edit their content, you cannot edit the page that the events will show on.

 

Adding an Event

  1. Navigate to a calendar module.
  2. On the module page, click the Add Event button. The Add Event page will load.
  3. Fill out the fields as needed. View a description of this interface for reference.
  4. When finished, you can either submit the news item for immediate release, or you can save it as a draft. To submit an immediate release, click the Save button. For saving a draft, click the Save Draft button. (Depending on your level of security in the system, you may only have the option to save a draft. The draft can be sent for review while previewing the event.)

 

Editing an Event

  1. Navigate to a calendar module.
  2. On the calendar module page, a list of calendar events should be shown. You may need to navigate multiple pages of events to find the one you need. When it is found, click the Edit button associated with it.
  3. Make changes to the fields as needed. View a description of this interface for reference.
  4. When finished, click the Save button to save your changes and to return to the calendar module, or click the Cancel button to ignore any changes.

 

Sharing an Event

Sharing involves associating an event with another department. This is useful for when you want an event to show in multiple departments' event feeds. By doing this, you eliminate the need to have multiple copies of the same event.

Sharing can be done at the time an event is created or any time after. The process is very similar for both, but this specific how-to will be done in regards to sharing an event that has already been made.

  1. Navigate to a calendar module.
  2. On the calendar module page, a list of calendar events will be shown. You may need to navigate multiple pages of calendar items to find the one you need. When it is found, click the Edit button that is associated with it.
  3. Scroll to bottom of the page. One of the last items for the event is a Sharing field. This will have two containers that hold items with different department names in them. The left container holds departments that are not shared with this event. The right container holds the departments that are currently shared with the event.
  4. Set the sharing options as needed. Double-clicking the item in one container will move it to the opposite container.
  5. When finished, click the Save button at the bottom of the page.

 

Scheduling an Event

This is only applicable to calendar events that have not yet been made live (i.e. are drafts).

  1. Navigate to a calendar module.
  2. On the calendar module page, a list of calendar events will be shown. You may need to navigate multiple pages of calendar items to find the one you need. When it is found, click the Edit button that is associated with it.
  3. Scroll to the bottom of the page that opens. Click the Schedule Live button.
  4. Another page will open. Choose the date you wish the event to go live. You can do this by typing in a date (properly formatted as "mm/dd/yyyy") or using the supplied date picker.
  5. Click on the Schedule Date button. This will schedule the calendar event for that date.

 

Archiving an Event

At times, you may want to retire calendar events, but do not want to completely remove them from the system. This is what the archiving feature in the calendar module is for. Note that this feature is only available for events whose time has already passed.

  1. Navigate to a calendar module.
  2. On the calendar module page, a list of calendar events will be shown. You may need to navigate multiple pages of calendar items to find the one you need. When it is found, click the Edit button that is associated with it.
  3. Scroll to the bottom of the page that opens. Click the Archive button.
  4. You will be prompted with a dialog asking you to confirm the action; click the OK button to continue or the Cancel button to stop.
  5. Assuming the OK button was clicked, the event will be archived, and the status of the item in the event listings should reflect the change.

 

Deleting an Event

  1. Navigate to a calendar module.
  2. On the calendar module page, a list of calendar events will be shown. You may need to navigate multiple pages of calendar items to find the one you need. When it is found, click the Edit button that is associated with it.
  3. Scroll to the bottom of the page that opens. Click the Delete button.
  4. You will be redirected to another page asking you to confirm the deletion. Click the Yes button to continue, or the No button to stop.
  5. Assuming the Yes button was clicked, the event will be deleted from the system, and you will be returned to the calendar module.

Subscribing to Calendars

The pull down menu on the public calendar module page provides two options.

"Subscribe to RSS" and "Download to iCal"

While iCal files are supported by many calendar applications, there is no standard way to deliver iCal files to the end user. Your browser or device has its own instruction as to what to do with the link when you click it. For example, just clicking the "Download to iCal link would result in a one time download of the current events created in the calendar and not an actual subscription to see any new events added.

Depending on the operating system (Windows, Mac, and even mobile devices) and the browser being used, it is impossible to get an iCal link to be subscribed vs. being downloaded (and thus getting a one-time import that doesn't update) in a manner that works with all of the different machine/OS combinations.
 
In order to subscribe to the iCal feed, users need to copy/paste the link to the iCal file into the calendar system that they use. Doing this rather than downloading the file should end up in a subscription to the calendar. Click the subscribe link and options will be presented to you to help you subscribe to that calendar feed.
 
The Google Chrome browser does not handle RSS feeds on its own... but relies on an app being installed. Without an app specified to handle the feed, it will render out the code that many people mistake as an error message. Find out more here: http://www.labnol.org/internet/rss-feeds-in-google-chrome/24895/